Scheduler / Administrator

Company Description

AWP Safety is North America’s leading traffic control specialist. Our team of 9000+ professionals helps secure 2,000+ work zones every day – ensuring customer crews, drivers, and our teams get home safely. We protect those who operate, maintain, and upgrade infrastructure in the energy, broadband, and transportation sectors and provide traffic control for major events like the Super Bowl and Boston Marathon.

Since our founding in 1981, we have served customers through the talent of extraordinary team members committed to customer focus, growth, valuing each other, safety and quality, and a sense of urgency.

Job Description

Position Summary

At the heart of this role is building and managing daily schedules for our field crews. Think of it as a large puzzle that keeps changing. You'll match crews, equipment, and job requirements so every site is covered, and you'll adjust the plan in real time when priorities shift.

Primary Daily Responsibilities

- Build and adjust daily field crew schedules to cover multiple job sites efficiently
- Validate all jobs in Salesforce for accuracy and completeness by 11 a.m. (10 a.m. in payroll weeks)
- Confirm the correct client, job location, dates, times, and crew assignments
- Resolve missing or incorrect job details before validation is finalized
- Prioritize and complete validations within the same business day
- Verify and process job information for billing and payroll accuracy
- Communicate with Operations when clarification or corrections are needed
- Help the Operations Team organize large traffic control events

Reporting Responsibilities

- Maintain the On-Time Report in Salesforce twice a day
- Review job start times and flag late or inconsistent entries
- Follow up with supervisors or field teams about discrepancies
- Keep all time-related data current and accurate

Employee & Inbox Support

- Monitor and respond to the office group inbox(es) as front-line support
- Answer phone calls, emails, and general inquiries
- Answer employee questions about job details, scheduling, and payroll
- Escalate issues to Operations or Leadership when appropriate
- Communicate clearly with field staff, supervisors, and leadership to support daily operations
- Keep communication professional, timely, and consistent

Administrative Duties

- Process employee documentation and required forms (ROE, time-off requests, etc.)
- Complete new hire paperwork and PPE forms for new hires and replacement gear
- Follow up on missing information and submit completed documentation to the right department
- Organize employee files and maintain digital records, including certificate expiry dates
- Update TCP, TWS, and First Aid expiry dates after courses are completed
- Monitor, process, and file emails in the shared inbox
- Update the Crew Manifest weekly
- Enter data as required (site inspections, certifications, documents, etc.)
- Complete driver assignments in Samsara twice a day (morning and afternoon)
- Organize and track PPCL submissions, which are due every 2 weeks, and give the OM a list of anyone who hasn't completed theirs for follow-up
- Post and upload Safety Demos
- Track tablet assignments and reboot radios as needed
- Keep inventory of PPE and paperwork
- Help with recruitment by reviewing resumes, calling candidates, and prescreening
- Prepare and format correspondence and internal documents
- Complete scanning, filing, and document management tasks
- Handle sensitive information confidentially and professionally

Task Tracking & Communication

- Give Operations progress updates throughout the day
- Manage multiple priorities and adjust based on urgency
- Confirm tasks are complete before end of shift, or communicate any delays

Training & Continuous Learning

- Take part in Salesforce and process training as required
- Use reference guides and training materials to improve accuracy
- Ask questions and confirm understanding before completing tasks

Success Indicators

- Jobs are validated accurately with minimal rework
- Reports are current and reliable
- Employee inquiries are handled promptly and correctly
- Operations can rely on timely, accurate administrative support

Qualifications

Qualifications

- High school diploma required; post-secondary education is an asset
- Valid driver's license and a clean driver's abstract
- Experience with onboarding, recruitment, payroll, and general administration
- Strong computer skills, including Excel, Word, and PowerPoint (Salesforce experience is an asset)
- Excellent verbal and written communication
- Strong organizational skills and close attention to detail
- Able to stay calm under pressure and manage competing priorities in a fast-paced, changing environment
- Strong problem-solver who thinks quickly and adapts to change
- Proactive and solutions-focused, with a strong sense of ownership and accountability
- Professional, open to direction and feedback, and comfortable working in a diverse, dynamic team

If you like problem-solving and keeping a busy operation running smoothly, we'd love to hear from you.

This job description is not exhaustive, and other duties may be assigned as needed.

Additional Information

WHAT YOU WILL LOVE/PERKS

- Health/Dental benefits
- RRSP program
- EAP (Employee Assistance Program)
- Career Growth
- AWP named one of North America’s Greatest Workplaces 2023 and 2025 for Diversity

Protecting Your People, Your Business, and Your Time.

AWP Safety is committed to diversity, inclusion, and employment equity. We welcome applications from all qualified candidates, including women, Indigenous peoples, persons with disabilities, members of visible minorities, and veterans. All qualified applicants will be considered for employment without regard to age, race, colour, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, physical or mental disability, ethnic, national, or Aboriginal origin, family status, marital status, source of income, political belief, association with a protected group, or any other ground protected by applicable federal or provincial human rights legislation.

Accommodations are available on request at every stage of the hiring process.

All personal information will be kept confidential and handled in line with applicable Canadian privacy legislation.

AWP Safety is an Equal Opportunity Employer (EOE). Women, minorities, veterans, and individuals with disabilities are encouraged to apply. Qualified applicants will receive consideration for employment without regard to race, color, religion, creed, age, national origin, ancestry, sex, pregnancy, sexual orientation, gender identity or expression, genetic information, marital status, protected veteran status, disability, or any other status protected by applicable federal, state, or local law.